Job Description

Accounts Payable/ Human Resources

Primary Purpose

Under the direct supervision of Treasurer, to assist in the administration of the school district's accounts payable function, ensuring the accuracy of invoices to be paid, and the timely payment of school district expenses, maintaining accurate account balances, in conformance with school district policies and practices as well as applicable laws and regulations. Essential Functions

• Performs payable/receivable functions and ancillary duties that facilitate the timely attainment of district objectives. Keeps informed about program and procedure changes.
• Collects and organizes information. Confirms data to prevent entry errors. Prepares documents using database, presentation application, spreadsheet and word processing software.
• Maintains an effective records management system. Files and retrieves information.
• Completes assigned tasks within required time-frames.
• Collaboratively develops effective solutions for work-related problems.
• Processes purchase orders. Maintains vendor tax identification files.
• Prepares/processes account payable warrant checks.
• Maintains a transaction/account balance ledger.
• Prepares/distributes 1099 tax forms.
• Processes staff expense requests. Investigates unsubstantiated charges.
• Distributes checks.
• Processes rental contracts/invoices. Records payments.
• Maintains student activity accounts and building fund records.
• Pursues the collection of delinquent accounts.
• Reorders office supplies as needed to maintain reliable service levels.
• Receives office deliveries. Verifies contents with packing lists/purchase orders.
• Reconciles invoices for payment. Maintains a transaction/account balance ledger.
• Assists in administering the school district's accounts payable function, including the processing of purchase orders and invoices for payment, and inputting and maintaining data and information into the accounting system regarding accounts payable to ensure records are accurate and up-to-date.
• Researches discrepancies regarding the accuracy of invoice amounts, word counts, etc. for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors, consultants, translators, or others as needed to reconcile.
• Assists in inputting and maintaining all data and information into the accounting system regarding accounts payable.
• Reconciles accounts payable invoice batches, and processes payment checks or wire payments as directed.
• Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.
• Maintains accounts payable records for accurate and up-to-date filing and recordkeeping.
• Composes correspondence to clients as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
• Uses calculating devices.

Terms

• 12-month contract (257 days)
• Exempt employee
• Salary and benefits per Board Policy 4422

Knowledge, Skills and Abilities

• Knowledge of accounting and bookkeeping principles.
• Organizational and time management skills.
• Ability to report work orally or in writing to supervisor as required.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
• Ability to problem-solve job-related issues.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding school district financial and other information.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Physical and Mental Demands, Work Hazards

• Works in standard office building environments.
• *See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Comprehensive understanding of governmental accounting standards.
• Advanced office-related technology skills deemed essential at the time of hire.
• Consistently performs accurate math calculations.
• Displays flexibility, reliability, self-discipline and a willingness to take on challenging tasks.
• Embodies high ethical standards/integrity. Accepts responsibility for personal decisions/conduct.
• Maintains a record free of criminal violations that would prohibit public school employment.
• Meets prerequisite qualifications to be bonded.
• Associates or Bachelor's Degree in Accounting or related field, with course work in business, math, accounting, and bookkeeping and record keeping.
• Some successful bookkeeping or accounting experience preferred.

FLSA Status: Non-exempt